Employee Monitoring Software

Employee monitoring software enables organizations to systematically control employee activities. Employee monitoring is often used in industries like logistics, manufacturing, luxury goods, energy production, mining and other related sectors with high risk or high value work environments. Monitoring solutions allow businesses to address security concerns as well as legal oversight responsibilities. In addition to providing basic monitoring functions, employee monitoring software solutions help organizations measure and track performance, overall workforce productivity and monitor other KPIs used to increase production or service quality. They also help reduce workplace injuries, liability costs and theft of equipment or other valuables  Read the full software guide...


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What is Employee Monitoring Software?

Employee monitoring software is a technology that gives business owners and supervisors the ability to keep track of their employees’ work progress, usage of resources and workflow efficiency on company time.

The software solution is designed to provide you with valuable insights into your employees’ productivity and engagement level based on their computer activity, regardless of whether they’re in the workplace, working remotely or working from home. The system works by collecting comprehensive data on internet and social media usage, attendance, login/logout information, software/app usage, computer active and idle times, etc.

However, the main purpose of utilizing an employee monitoring tool is to effectively measure workforce productivity, ensure business safety and security, as well as to improve the workflow efficiency of both in-house and remote employees.

Robust employee monitoring software can help employers, team leaders, department heads and supervisors keep tabs on company personnel, making sure everyone is on task, staying productive and utilizing company resources more efficiently during work hours. Most employee monitoring solutions have a screen capture feature, which means it can take screenshots of employee computer screens in real-time.

An employee monitoring tool helps you find answers to a few questions that may be important in running a successful business with a happy and satisfied workforce. The following are some of those questions:

How much time do your employees spend on specific tasks? How much of your employees’ time is spent on actually doing their jobs and how much of it is spent on procrastination? How much time do they spend on the internet or on social media? Are they spending a ridiculous amount of time playing online games? Are your employees using their work devices for their intended purpose? Which applications do they use most often and how much time do they spend on them?


Types of Employee Monitoring Software

There are several types of employee monitoring systems that businesses and organizations can utilize to keep track of their in-house and remote employees, as well as to streamline workflows and optimize day-to-day operations.

Network monitoring

Network monitoring refers to employee monitoring software, which focuses on the IT side of things. In order to ensure uninterrupted workflow and sustained personnel productivity, this monitoring solution employs activity tracking technology on the entire company network and all of its components, including servers, routers, firewalls, etc. The software works to make sure the network is functioning properly, with the main goal of minimizing network downtime.

Software monitoring

A term often used interchangeably with employee monitoring software, software monitoring refers to the process of tracking all sorts of activities on an employee computer, terminal or mobile device. This type of employee monitoring tool involves a software program that you need to install on a computer terminal, a tablet or a smartphone in order to effectively run the activity tracking process.

Depending on the software’s features and capabilities, software monitoring apps are capable of tracking the websites visited by the employee, the programs they use as well as every keystroke they make on their device via the keystroke logging function.

Most employee monitoring platforms in this category take random screenshots of user screens via a screen capture tool. This should give you a real-time view of what your employees are currently working on, which web pages are currently open and which apps they’re using at that moment. Other more sophisticated employee monitoring software uses the device camera to take pictures of the person using the computer or mobile device to verify the employee is indeed at their desk or terminal.

Email monitoring

Email monitoring is another form of employee monitoring tool with a focus on keeping track of employee emails, specifically the emails they send out and receive using the company’s email service or authorized email accounts. This type of activity tracking tool typically comes as an added feature in many employee monitoring software platforms, although there are standalone products in the market that serve this very specific purpose. Email monitoring is also referred to as email server monitoring.

Device monitoring

Device monitoring solutions are widely used by system administrators, IT personnel, managers and supervisors to keep track of employee emails, phone/VoIP calls as well as internet and application usage. This is an employee productivity tracking software with features such as URL blocking which effectively keeps personnel from accessing websites not relevant to their work setting.

For example, if a particular employee does not need to access Facebook or any social media site to effectively do their job, the system admin can simply block their access to these websites using the software. Device monitoring works well in conjunction with network monitoring to keep the company’s entire network infrastructure and all connected devices constantly monitored and secured.

Customer interaction monitoring

For companies and organizations that provide some type of service and have employees that regularly interact with customers, those customer interactions can easily be monitored through this specific type of employee monitoring software. Monitoring customer interactions is important as it helps to ensure the assigned company personnel is communicating with customers in an efficient but respectful and appropriate manner, aligned with the organization’s standards and values.

Managers, supervisors and stakeholders can take advantage of the insights provided by the generated reports to properly assess the demeanor, expertise and communication skills of a particular employee when interacting with customers. This employee monitoring tool can help decision-makers to identify where an employee’s weaknesses and strengths are when communicating with customers via social media, email, live chat or phone call.


How to choose Employee Monitoring Software

Choosing the right employee monitoring software can be somewhat challenging, as there are a number of products out there that cater to different kinds of business users. To make sure you’re not simply wasting your money on a software product, there are a few factors you have to consider. These factors should have a significant impact on your final decision.

Consider the size and scale of your business

The size of your business, the number of employees and/or devices you want to constantly monitor is an important factor to consider when choosing the right employee monitoring tool to implement. Not all employee monitoring solutions are created equal. Some have more features and capabilities than others, so make sure you completely understand the size and scale of what you’re trying to keep track of using the software product.

Consider the different features included in the product

When buying any kind of software product, you have to consider the features it offers. With employee monitoring software, the features are very important as it can have a significant impact on your effectiveness, as an employer, in tracking computer activity, workflow efficiency and all your employees’ productivity.

This consideration ultimately comes down to the main reason why you want an employee monitoring tool in the first place. If you just want to track the amount of time your remote employees have spent on work, there are plenty of basic employee time tracking solutions to choose from. But if you want something more comprehensive for productivity tracking and/or activity tracking, there are software solutions that are much more equipped for that specific purpose as well.

Consider ease-of-use

Ease-of-use is a pretty important factor in choosing software products, especially when it comes to employee monitoring platforms. Ideally, you want an employee monitoring tool that has a clean and simple to navigate user interface with functions that are accessible and user-friendly, especially to non-technical users. This makes it easier to implement the software and for your employees to adopt them successfully.

Consider utilizing the free trial

While there are free activity tracking solutions available, if you’re thinking of investing in premium employee monitoring software, you have to have a good way to try them out before making that purchase. The best way to get to know any software product is to take advantage of the free trial, which most vendors and service providers do offer. If you’re thinking of making a significant investment in a software solution, you better make sure it’s the right one for your business. A free trial version of the software should help you make a more informed decision.


Benefits of Employee Monitoring Software

There are many benefits to using robust and feature-rich employee monitoring software, which includes the following:

Improved workforce productivity and efficiency

When you can effectively keep track of your entire workforce, monitor their computer activity, how much time they’re spending on assigned tasks, their internet and application usage, and how they utilize company resources, it should be easier for you to find more effective ways to improve employee productivity and streamline workflow efficiency.

When you have a better view of your entire operation, it’s easier to identify the strengths and weaknesses of your employees and that much easier to come up with ways for improvement. Good employee monitoring software can help you do just that.

Get more complete performance insights

If you want a more in-depth look into the overall performance of your workforce, especially those employees working from home or in other locations outside the office, the right productivity tracking or activity tracking solution can give you all the performance insights you need. Using a comprehensive employee monitoring tool, managers and supervisors can get a much better look into the performance of their employees. This information can then be used in year-end performance assessments.

Manage remote teams more efficiently

Keeping track of your in-house employees’ work is difficult enough, how much more if they’re working remotely in their home office or in other locations. Employee monitoring software can help you track your employee’s time and work even when they’re working from home. You can keep track of how much time they spend on tasks, view their screens via screen capture and monitor their computer activity in real-time from miles or even oceans away.


Common Features of Employee Monitoring

API Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.
Batch Permissions & Access Control user or group access and permission settings for software or other systems.
Big Data Support for very large data sets often used to analyze customer behavior, patterns and trends.
Dashboard Dashboards are digital interfaces commonly used to visualise data or give quick access to important features and functions of online platforms. They often serve as an overview gateway in software applications.
Database Databases are commonly tables of entries allowing you to store data and query information at will.
Data Export Exporting functionality can be used to streamline the migration of data sets and information across systems, platforms or applications.
Data Import Importing functionality allows you to use data sets from other systems or platforms to cut down on data entry requirements or to more easily migrate records from similar applications you have used in the past.
Data Visualization Data visualization features render a visual interpretation of data sets through the use of charts, infographics and other visual cues generally in form of a reporting dashboard.
Employee Database Manage and update employee records in a centralised database. Used to keep information about work entry, age, past roles and other employee details.
Employee Engagement Collect feedback from employees to recognize achievements, gather feedback and improve employee participation processes in the workplace.
Employee Onboarding Streamlines the onboarding process for new employees in form of checklists, password and access management features, as well as other induction elements.
External Integrations Integrations with other software products or platforms to improve efficiency and compatibility across systems.
Multi-User Supports more than just one user account and generally allows for collaboration with colleagues.
Notifications Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.
Password & Access Management Manage passwords or access to systems for yourself or your organisation.
Site Access Management Manage access to controlled physical environments, such as construction sites and corporate or other private establishments.
Social-Media Integration Integration support with social media platforms, such as Facebook, Twitter, Instagram, Tumblr and others.

Latest User Reviews of Employee Monitoring Products

HROne
Ayusha Ayusha
05 Nov 2020
"We can easily manage attendance, leaves an..."

"- u can keep a track of attendence - ask for hr documents - apply leave - get birthday/anniversary/work anniversary reminders

HROne
Ashu Kashyap
05 Nov 2020
"Love it! Our company switched to this a fe..."

Submitting and managing attendance management requests is a breeze. It has made the entire hire to retire process flow very smooth.

Simply CRM
Joe Wilson
10 Nov 2020
"Simply gets attention via premium offerings"

Simply has got a very flexible filtering system, with various group members being able to create their own custom filters, then shar...

WorkTime
Sarah Martin
11 Nov 2020
"WorkTime Cloud"

I like the way it installs pretty quickly. It doesn't need a lot of resources. Lots of reports.


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